patron initiated resource sharing carmit marcus. patron initiated resource sharing 2 the cliches …...

Patron Initiated Resource Sharing

Carmit Marcus

Patron Initiated Resource Sharing2

The cliches

… in this era of reduced funds for acquisitions…… imperative to share resources to ensure high level of service for patrons …… manually processed ILL requests cost just under $30 per transaction, most of which is attributed to staff hours …


Supporting Resource Sharing in Aleph

Interlibrary Loan

UBC (Universal Borrowing Center)

PD-Q (Patron Direct – Q)


Interlibrary Lending ILL


Interlibrary Lending

In Interlibrary Lending, loans are performed between libraries. The patron is recognized only in the borrowing library.Interlibrary Lending is probably the slowest and most expensive alternative. At this point in time, Interlibrary Lending is the only solution for communication with non-ALEPH systems.



For ALEPH 500 version 18, the plan is to integrate the functions and features of the two ILL systems that are currently available in ALEPH 500.Interface

Tab in the Circulation GUI moduleCommunication

ISO/ILL APDUsSLNPMailPrint…



FunctionalityUnmediated and Mediated processing Roster for preference of suppliers Cash transactions

Better integration with ALEPH work- and data-flows


UBCUniversal Borrowing Center


UBC Environment Separate Catalogs and a Union Catalog

BIB Record

BIB Library

Union Catalog

ADM Record

ADM library

BIB Record

BIB Library

ADM Record

ADM library

BIB Record

BIB Library

ADM Record

ADM library


UBC

The Request, Loan, Renew and Return activities are performed

Across multiple ALEPH systemsAcross multiple ALEPH versions (14, 16, 18 and above)


UBC

Union Catalog is a pre-requisite.Universal Borrowing Center maintains data and configuration; it performs request handling and serves as the message ‘switchboard’. The Universal Borrowing Center and Union Catalog can be resident in the same server, but this is not a requirement. The Request and Loan records are registered both within the file system of the Item Owning library, and in the Universal Borrowing Center.


Universal Borrowing Center

Registration of all loans in the consortium. This facilitates: o Pickup anywhere and return anywhereo Patron’s ability to view an aggregated list of

loans, fines and requests

Request analysis for locating the best supplier library


Universal Borrowing Center – Patron

When a patron requests or checks out an item, the patron’s privileges are checked against the circulation policy of the library that owns the item Patron’s “My Library Card” in UB


PD-Q (Patron Direct Q)


Patron Direct - Q

Quick (Pretty Darn Quick)Quiet (the request is unmediated and takes minimal resources)Query (the patron can directly query the various catalog records for the whole consortium)Queue (the patron can get into the hold queue in any library for the item)

Where the Q is for:


PD-Q Environment

Single BIB record per Title with Multi ADM libraries

BIB record

BIB library

ADM Record

ADM library

ADM Record

ADM library

ADM Record

ADM library


PD-Q Environment Virtually De-duplicated Union Catalog (Union View) with Multi ADM

* Three copies of the same Bib record

ADM Record

ADM library

BIB file

BIB Record*BIB Record* BIB Record*

ADM Record

ADM library

ADM Record

ADM library


Prerequisites for PD-Q

Single ALEPH systemShared patrons -

non-shared patrons are limited to a specific ADM environment, and therefore do not participate in Flat Circulation

Single catalogshared BIB records or Union View

Unique barcodesALEPH V18


PD-Q Major Features

Patron initiated requestsSupplying the request from any participating libraryPatron circulation privileges across institutions/librariesPickup or return at any libraryWalk-in service


PD-Q - Patron Registration

Patron needs to register once only, in any one of the libraries in the consortium. Each library controls and maintains the patron privilege information, and patrons can have different privileges assigned at different libraries. When a patron requests or checks out an item, his privileges are checked against the circulation policy of the library that owns the item


PD-Q – The Request

Patron initiated requestsTitle Level Requests For Multi volume monograph or serials – Patron needs to identify the required volumeStaff will be able to create requests for a patron in the CIRC GUISpecify pickup location, last date of interestReturnable items


PD-Q – Handling the Request

Unmediated RequestsSupplying the request will be based on a roster of potential suppliers for each pickup location The roster supports optimization and fairness of supplyChecking for local availability and paging policies


PD-Q – Fulfilling the Request

The system attempts to fulfill the request from any potential supplierCycling through the roster in order of preference or randomlyChecking for item availability and loanabilityItem is loaned according to circulation policies of the item owning library Item “In Transit” to the pickup location


PD-Q – Fulfilling the Request (Cont.)

When material arrives at pickup location, patron is notified, and item is put on Hold Shelf, awaiting pickup by patronPatron picks up item; service desk performs loanLoan transaction is registered at the Item Owning Library


PD-Q - Return

Patron returns item at any libraryRegular check in is performed at the service deskItem marked as “In Transit” to the owning library


Patron’s “My Library Card”

Multi ADM implemented in ALEPH 500 version 17:

Thank You


UBCUniversal Borrowing Center


Patron and the Universal Borrowing Center

RegistrationPatron needs to register once only, in any one of the libraries in the consortium. Each library controls and maintains the patron privilege information, and patrons can have different privileges assigned at different libraries. When a patron requests or checks out an item, his privileges are checked against the circulation policy of the library that owns the item


Patron and the Universal Borrowing Center

AuthenticationAuthentication is a prerequisite for being able to view loans and requests, and for placing a request. When logging in, the patron chooses the institution where s/he is registered from a dropdown list on the login page. This informs the system where the patron is registered, and from where to retrieve data


Request Actions in DCB

Patron requests material using the Union Catalog’s OPAC interface (UBC Request on Full).Patron chooses the location at which the requested material will be made available to him (pickup location). System analyzes request and identifies the best location for material supply.System sends message to the library, which creates a “hold request”.Library pages the material.


Supply Actions – UBC

New requests are processed by the Universal Borrowing Center in an ongoing manner.The best potential supplier is identified for each request.A “Hold Request” for the item is sent to the owning library.


Supply Actions – Owning Library

The Hold Request is printed (ongoing or batch) and the material is picked-up from the shelf. The item and an accompanying slip are sent to the pickup location.The item is now “in transit”.


Supply Actions – Pickup Library

A pick-up notice is mailed to the patron.The patron checks out the material.


Return Actions – Pickup Library

If the item is returned at a location other than the item's owning library

Item is checked in for the patronItem is transferred to the owning library, with a transit slip. The item is “in transit” until it reaches its final destination, at the owning library.The item is checked in at the owning library, and “in-transit” status is removed.

If the item is returned at the owning library, simple check in is performed.


Patron’s “My Library Card” in UB

Patron signs in in the Union CatalogPatron activates “UB Library Card” linkSystem displays Lists of Loans and Requests for each library in which the patron is currently activeLoans List includes Due DateRequests List includes status, and ability to delete non-supplied requests


Patron’s UB “My Library Card”


Application of Resource SharingSingle ADM

Seamless shared circulation is inherent in a Single ADMBatch service (cir-24) can be used to enhance efficiency of materials transfer – time and distance

Multi ADM on single server“Shared patrons” provide the basis for flat circulation and walk-in servicesRequesting can be handled through

CirculationUniversal BorrowingILL


Application of Resource Sharing

ALEPH on Multiple serversUniversal BorrowingILL

ALEPH and other DCB systems ILL[Universal Borrowing]

ALEPH and the worldILL


Components in Resource Sharing

Partners in Resource SharingRelationship of partnersOptimization and fairness of supplyService pointsPatronsManagement and work and dataflow


Partners

Sublibraries in the same ADM environment

Sublibraries in a multi-ADM environment

Other ALEPH libraries in a consortium

Other libraries in a consortium

Other libraries or supply centers anywhere


Relationship of Partners

Software level relationshipAgreement relationship

Communications optionsNCIPISO/ILLALEPH x-server…


Determining the Preferred Supply Partner

Roster for optimization of supplyAgreementsDistance / TimeDelivery options / TimeCostMaterial type

Randomization for fairness of supply


Service Points

Pickup anywhere

Return anywhere

Non-paging for locally owned items

Walk-in service


Patrons

Item loan – to Patron, or to LibraryPatron view of activitiesSharing patron information

Physical record sharingRecord sharing through communication

Determining patron privilegesAt requesting libraryAt lending library

patron initiated resource sharing carmit marcus. patron initiated resource sharing 2 the cliches …...

Documents

patron requests

supporting resource

borrowing library

interlibrary lending

ub slide

best supplier library

patron direct q quick

library card